Analyst, Events and Engagement

AIA Singapore; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading insurance firm in Singapore is looking for an Administration Support professional to assist in event planning and administrative duties. The role requires 3-4 years of relevant experience, strong organizational and communication skills, and proficiency in MS Office applications. You will play a key role in motivating agents through well-executed events while managing administrative responsibilities effectively. Join us to contribute to a vibrant, inclusive team that supports the agency's growth.

Qualifications

• 3 to 4 years experience in administrative-related portfolio.
• Experience in events planning is a plus.
• Meticulous, team player and resourceful with problem-solving skills.

Responsibilities

• Provide administration support for agency communication and events.
• Plan and manage Tied Distribution events to motivate agents.
• Assist in administrative tasks including vendor management and filing.

Skills

Communications

Organizational skills

Negotiation skills

MS Office proficiency

Advanced Excel (V-Lookup)

PowerPoint skills

Education

‘A’ Levels & Above

Job description

About The Role

To provide administration support, support and plan events pertaining to:

• Agency Communication
• Administrative & Secretariat Support
• Events
• Logistics support

So as to motivate the agents by supporting the agency, FA and company to achieve targets and business growth.

50% of the time is spent on this role

• Events Planning and Support
• Plan, organize and manage Tied Distribution events to motivate, reward and support TD. Events include recognition events, meetings and seminars. Events should be successfully executed to ensure that the agents will want to attend subsequently and for events that require qualification, the agents should be motivated to continue to qualify annually on a recurring basis.
• Provide marketing support for TD challenges and initiatives. This includes ensuring timely delivery of sales & marketing collaterals and ensuring eDMs are sent out promptly to promote the events. Work with in‑house graphic designer on eDMs as much as possible to reduce design costs.
• Continuously learn and adapt to new technological tools required, e.g., SharePoint to store and use the iKNOW site and FB Group to promote events.
• Support teammates on bigger scale events such as Annual Agency Awards, Recognition Microsite, Studio Photo Shoot and filming or as required with responsibilities ranging from registration, logistics and attendance.
• Work with colleagues to coordinate and source a creative agency for the annual studio photo shoot of our top awardees (featured in the Agency microsite and e‑magazine). This involves schedule coordination for a few hundred awardees and qualifiers.
• Other responsibilities include providing support for ad‑hoc projects and events.

40% of the time is spent on this role

• Administrative Work
• Pre‑administrative work such as TPSA, TPM, SODA, PLEXUS, liaising with security, technology, compliance, risk, procurement & legal is required when appointing vendors.
• Sourcing, evaluating and appointing external service providers such as EMCs, production houses, vendors, photographers, videographers, creative agencies for event setup, logistical issues, etc. e.g., backdrop, AV equipment, public liabilities insurance, photo shoot, banquet setup, risks, contingency plans. Ensure that the vendors meet the expectations set in the requirements and are accountable to the deliverables of the event needed. This involves getting quotations and raising tenders, if required.

10% is spent on this role

• Administrative & Secretariat Support
• Manage and organize office and storage space, support daily operations of the department and plan an efficient administrative procedure for the following:
  • Mail collection and distribution to team members, check incoming mail from Outlook Engagement Public Folder, forward to appropriate team members to follow up and attend to e‑enquiries.
  • Sort, send, collect and file correspondences which are stored properly and easily retrieved. This includes identifying, maintaining and arranging the events and budget file for audit purposes.
  • Perform clerical tasks; invoice processing, receivable and payable via Ariba and follow up with Finance on timely payments, plan and coordinate event meetings, mail merging and preparation of presentation slides to update team, committee and management.
  • Create, maintain and upkeep a library of quotations and contact details from hotels, country clubs, events companies and related vendors to reduce time spent on sourcing by the events team.
  • Raising purchase orders, complete goods received on Ariba.
  • Compile, close and review the event expenses. Track each event's expense and work within the budget given. Follow up with credit and debit, if required and non‑cash incentives to be submitted to finance.

Requirements

• Education – ‘A’ Levels & Above
• Experience – 3 to 4 year experience in administrative‑related portfolio. Experience in events planning is an advantage.
• Skills – Communications, organizational and negotiation skills is a must. Proficient in MS Office. Advanced Excel (V‑Lookup is a must especially for registration/RSVP purposes and budgetary and mail merging). PowerPoint for presentation deck.
• Meticulous, team player and resourceful with problem‑solving skills.

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